Standard Collection Notice 

1. The College collects personal information, including sensitive information about students and parents or guardians and family members before and during the course of a student’s enrolment at the College. This may be in writing or in the course of conversations. The primary purpose of collecting this information is to enable the College to meet its educational, administrative and duty of care responsibilities to the student to enable them to take part in all the activities of the College.

2. Some of the information the College collects is to satisfy the College’s legal obligations, particularly to enable the College to discharge its duty of care.

3. Laws governing or relating to the operation of a College require certain information to be collected and disclosed. These include relevant Education Acts and Public Health and Child Protection laws.

4. The College may request medical reports and health information about students from time to time to discharge its legal duty of care to the student and to other students and staff. This includes a student’s asthma and anaphylaxis action plans, as well as any other health or medical information which is reasonably likely to impact on the College’s ability to provide educational, first aid and related services.

5. A student’s health and medical information will be disseminated and used within the College to best meet the College’s duty of care responsibilities. This may include the use of photographs with health action plans to facilitate the identification of students who may be at heightened risk.
Health information about students is sensitive information within the terms of the Australian Privacy Principles (APPs) under the Privacy Act 1988.

6. The College may disclose personal and sensitive information for administrative, educational and support purposes
(or may permit the information to be directly collected by third parties). This may include to:
⦁ government departments;

⦁ third party service providers that provide online educational and assessment support services or applications (apps), which may include email and instant messaging;

⦁ another College to facilitate the transfer of a student;

⦁ medical practitioners, and people providing educational support and health services to the College, including specialist visiting teachers, sports coaches, volunteers, counsellors and providers of learning and assessment tools;

⦁ assessment and educational authorities, including the Australian Curriculum, Assessment and Reporting Authority;

⦁ people providing administrative and financial services to the College;

⦁ anyone you authorise the College to disclose information to; and

⦁ anyone to whom the College is required or authorised to disclose the information to by law, including under child protection laws.

7. If this information is not provided to us, the College may view this as an unacceptable risk and may not proceed with the enrolment as the College will not be able to fully discharge its duty of care to its students and staff.

8. The College will engage in fundraising activities from time to time.
Information received from you may be used for these purposes. It may also be disclosed to the College’s Parent & Friends Association who assist in the fundraising activities of the College. We will not disclose your personal information to third parties for their own marketing purposes without your consent.

9. The College may also use cloud computing service providers to store personal information (which may include sensitive information) on their servers in the ‘cloud’. These servers may be located in or outside Australia. This may mean that personal information may be stored or processed outside Australia. The College’s Privacy Policy contains further information about its use of cloud and other third-party service providers and any of their overseas locations.

10. The College’s Privacy Policy is accessible via the College website or from the College office. The policy sets out how parents, guardians or students may seek access to, and correction of their personal information which the College has collected and holds. However, access may be refused in certain circumstances such as where access would have an unreasonable impact on the privacy of others or may result in a breach of the College’s duty of care to the student, or where students have provided information in confidence. Any refusal will be notified in writing with reasons if appropriate.

11. The College’s Privacy Policy also sets out how parents, guardians, students and their family can make a complaint about a breach of the APPs and how the complaint will be handled.

12. The College reproduces images of students in newsletters, the yearbook (The Windmill), marketing material, local newspapers, on My Aitken, on its website, its social media and through educational third parties such as Independent Schools Victoria. These help promote activities and achievements to the school and wider community. In any media directed to the public, students’ full names will not be published, and an individual student will not be singularly featured without parental permission. As part of your enrolment you agree to allow Aitken College to reproduce images that may include your child for these purposes. Should you wish to have your child excluded from appearing on external publications, please request a Photo Consent Opt-out form from the Registrar.

13. If you provide the College with the personal information of others, such as other family members, doctors or emergency contacts, we encourage you to inform them that you are disclosing that information to the College and why, that they can request access to and correction of that information if they wish and to also refer them to the College’s Privacy Policy for further details about such requests and how the College otherwise handles personal information it collects and complaints it receives.

Business and other Regulations

It is understood and agreed to that:

In the interpretation of the regulations the word “fees” includes all fees as applicable and the word “parents” includes guardian/s if appropriate.

The person/s signing the application must be responsible for payment of all fees and charges.

College fees are payable in advance or by the notified date during each year.

A pro rata charge will be made for new students entering the College for the first time after a term has commenced. If a student leaves during a term, no refund will be made for the remaining portion of the term.

Only in exceptional circumstances, at the discretion of the Board, will a student be allowed to enter a new term if the fees from the previous term are part or fully unpaid.

The College’s Finance Manager is authorised by the College Board to take such action as deemed necessary to recover fees or charges, including interest and recovery costs.

No reduction in fees can be made because of temporary absence from the College.

Fees are subject to alteration by the College Board from time to time and, where possible, notice of any such alteration will be given in advance.

Late Payment: An administration charge of $55.00 per term will be charged if fees are not paid by the due date. Also, for fees paid by instalment, an administration charge of $22.00 applies for late payment. These fees are subject to change from time to time.

Aitken College is bound by the Australian Privacy Principles contained in the Commonwealth Privacy Act.  The school has a Privacy Policy in conformity with the legislation.